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CAREER OPPORTUNITY – NAMI Greater Houston

CAREER OPPORTUNITY - NAMI Greater Houston

To apply for this position, please send cover letter and resume to Angelina Hudson, Executive Director, NAMI Greater Houston

EMAIL: abhudson@namigreaterhouston.org

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JOB TITLE:

Executive Assistant and Office Manager

DESCRIPTION

Support NAMI Greater Houston by coordinating the organization’s operational workflows & administrative activities. Duties include supervising interns, volunteers, administration, and clerical staff; facilitating staff communication; tracking and/or implementation of processes that make NAMI Greater Houston’s workflow efficient and effective; and coordinating development.

Requires strong organizational and interpersonal skills; excellent organizational, administrative and project management skills; effective verbal and written communication skills; and proficiency with technology. This position requires excellent time-management skills with a problem-solving attitude, including the capacity to prioritize and multi-task while meeting deadlines. It also demands strong attention to detail; an ability to work independently and as a part of a team; and professionalism while collaborating with staff and a variety of internal and external stakeholders and leaders. Successful experience in a professional office environment is essential. Some experience with financial management is helpful.

POSITION SUMMARY
  • Accountable for supporting the Executive Director ensuring the Executive Director’s time is focused on the most pressing and material business function.
  • Overall Management of Office and Finances, providing support for Executive Director and Board of Directors
PRIMARY RESPONSIBILITIES

FINANCE

  •  Perform all functions of Bookkeeper- Maintain bookkeeping and office files, A/P, A/R, reconcile bank accounts and PayPal account, data entry into QuickBooks, prepare annual budget and monthly financial statements
  • Maintain Donor Log and ensure financial database is maintained
  • Provides the financial status of the organization by collecting, interpreting, and reporting key financial data.
  • Establishes best practices in developing, implementing and enforcing internal controls to safeguard assets and ensure proper accountability.
  • Internal and external audit coordination
  • Assists the accountant and other staff in supporting financial and organizational reporting, including:
    • Monthly reconciliation of credit card payments
    • Reviews and confirms cash receipt logs
    • Assisting with compiling documents for the annual fiscal audit
    • Coordinates, with the assistance of appropriate staff and volunteers, the annual review and
      updates for organizational/corporate documents, forms, and reports

OFFICE MANAGEMENT

  • Perform all functions of Human Resource Assistant – Prepare new employee packets, submit required information for new/terminated employees to insurance companies, enroll new employees in payroll, prepare and submit bi- weekly payroll, keep time-off records
  • Oversee the day-to-day operations of the business office including organization of all areas (storage, conference room, public areas), order/stock all supplies (kitchen, office)
  • Oversee all office machine contracts and computers, schedule maintenance as needed
  • Schedule all travel/lodging needs for speakers, staff, and volunteers as needed
  • Keep an up-to-date roster of the Board of

DIRECTORS AND STAFF MEMBERS

  • Support the Executive Director with preparation for board meetings including scheduling, materials, & reports
  • Attend Board Meetings and Finance Committee meetings, reporting out as necessary
  • Compile and update materials for annual board book
  • Any other duties assigned by Executive Director
  • Assist in coordinating internal communications and workflow. For example, this position must:
  • Review and distribute incoming regular and electronic mail
  • Answer and direct incoming calls
  • Manages office calendar to ensure that all deadlines and relevant events are tracked and met, and that all necessary parties are aware. (Tracks office calendar daily to ensure all deadlines are met)
  • Consolidate and coordinate the dissemination of office policies, procedures, and forms for all operations
  • Coordinate the maintenance and updating of any platforms where data or files are stored and shared, including the CRM database, OneDrive, Google Docs and NAMI GH’s LinkedIn
  • Act as a liaison for staff and directors with technology providers and support
  • Ensure that @NAMIGreater Houston emails, including groups, are kept up to date
  • Coordinates with staff and affiliates on the ordering and maintenance of supplies, equipment or other materials
  • Coordinate and delegate all bulk mailings from staff
  • Coordinate the logistics and staffing of the phone and email “warmline”
  • Assist with logistics and supplies for organizational event
  • As appropriate, assists the Executive Director and other staff in developing and ensuring effective use of administrative and operations procedures and “toolkits”
  • Manages other administrative and clerical staff and volunteers:
    • Delegates to and supervises office interns and volunteers performing clerical and administrative
      tasks
OTHER DUTIES
  • Helps ensure that NAMI GH holds onboarding and different levels of training for all staff and others as appropriate, and coordinates logistics. (Trainings include warmline, use of CRM database, Qualtrics, and other technology, etc.)
  • Assists the Executive Director in supporting Board of Directors with committee
    meetings, communications, and the distribution of and collection of forms
  • Coordinates communications and tracking relating to local NAMI Greater Houston
  • Oversees affiliates tracking tools, timelines and documents are uploaded and up to date
  • Assist board directors with scheduling virtual meetings
  • Assists the Executive Director with HR responsibilities, by assisting in
  • Recruitment, hiring and onboarding of new hires, interns, and office volunteers, and
    Coordinating other ongoing HR responsibilities
  • Manages and records the tracking of staff leave requests
  • With training, answers warmline calls and emails and handles request for information and assistance
  • Assists Executive Director with other duties as needed.
QUALIFICATIONS
  • Administrative experience: 3 years (required)
  • Bookkeeping or QuickBooks experience: 1+ year (required)
  • Microsoft Office: 3 years (Preferred)
  • Fluent in more than 1 language (Preferred)
BENEFITS

Medical Insurance (plus Dental & Vision) insurance
Paid time off

EDUCATION AND EXPERIENCE
  • Accounting degree and/or 5+ years of experience in bookkeeping and office management
  • Proficient with Quick Books system
  • Experience with Microsoft Office products, Excel expertise
  • Experience with HR processes such as payroll, onboarding, termination
  • Familiar with providing support for executive leadership
  • Knowledge of mental health system or willingness to learn
  • Personable, friendly and able to establish positive relations with constituents and affiliates working as a supportive team member
  • Excellent organizational skills
  • Willingness to travel as needed for conferences, training or to represent organization as needed
COMPETENCIES

FOSTERING TEAMWORK

  • The ability and desire to work cooperatively with others on a team
  • Listens and responds constructively to other team members’ ideas and expresses disagreement constructively (e.g., by emphasizing points of agreement, suggesting alternatives that may be acceptable to the group).
  • Provides assistance to others when they need it and seeks opportunities to work on teams as a means to develop experience, and knowledge.

ORGANIZATIONAL FOCUS

  • Maintains focus and commitment to the mission, values and business strategies to find solutions that best serve the long-term vision of the organization.
  • Maintains a commitment to goals and focuses on results and desired outcomes in the face of obstacles and frustrations.
  • Develops partnerships with others who can provide information, assistance, and support for ideas, proposals, projects, and solutions.
    Building Collaborative Relationships
  • The ability to develop, maintain, and strengthen partnerships with others inside or outside the organization who can provide information, assistance, and support.
  • Interpersonal skills required to work with diverse volunteer constituencies, NAMI leadership, affiliates, and vendors.
  • Demonstrated ability to build rapport and influence without authority.
    Initiative
  • Identifying what needs to be done and doing it before being asked or before the situation requires it.
  • Ability to manage multiple, high-profile projects, prioritize deliverables and perform under tight deadlines.
  • Knows when to escalate critical issues to own or others’ management, if own efforts to enlist support have not succeeded.
  • Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that tasks and commitments have been fulfilled.

SELF MANAGEMENT

  • Approaches challenging tasks with a “can-do” attitude, function effectively and maintain self-control under pressure taking responsibility for his/her fair share of the workload and actions.

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

  • Required ability to pack and move event supplies, load and unload, bend, and stand as necessary. Must be able to lift up to 50 lbs.
DISCLAIMER

The preceding job description has been written to indicate the general nature and level of work performed by employees holding a position in this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NAMI GH is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.

SCHEDULE
  • 8 hour shift
  • Monday to Friday
  • Some weekend availability for board meetings